WELCOME TO Advanced VA FILEMAN 210 H

1. 1 WELCOME TO Advanced VA FILEMAN 210 H Tom Fagan Clinical Applications Coordinator at VAMC Richmond, Virginia (804) 675-5298 Tom Fagan, a registered pharmacist with MBA from VCU from the VA Medical Center, Richmond, Virginia is a Clinical Application Coordinator for the Computerized Patient Record System(CPRS) and program manager. Tom started at the VA as the Pharmacy ADP Coordinator in May 1995. Tom has been active in VISN 6 ADP activities as ADPAC trainer since September 1998, served as Point of Contact for the Barcode Medication Administration (BCMA) for VA and assisted Thank room assistants 145H Detention Hall - Open Lab for VeHU Hands-On Sessions Wednesday, August 22, 20076:30:00 PM� -8:00:00 PM�(EST) Extra templates begin with H210 Delighted to welcome you and I want to find out Who are you: pharmacist- non pharmacist, advanced user � intermediate user.Tom Fagan, a registered pharmacist with MBA from VCU from the VA Medical Center, Richmond, Virginia is a Clinical Application Coordinator for the Computerized Patient Record System(CPRS) and program manager. Tom started at the VA as the Pharmacy ADP Coordinator in May 1995. Tom has been active in VISN 6 ADP activities as ADPAC trainer since September 1998, served as Point of Contact for the Barcode Medication Administration (BCMA) for VA and assisted Thank room assistants 145H Detention Hall - Open Lab for VeHU Hands-On Sessions Wednesday, August 22, 20076:30:00 PM� -8:00:00 PM�(EST) Extra templates begin with H210 Delighted to welcome you and I want to find out Who are you: pharmacist- non pharmacist, advanced user � intermediate user.

2. 2 LEARNING OBJECTIVES AND CLASS FORMAT Review and Understand Basic Functions Review use and compare Templates Use of Sort and Print Qualifiers and Functions Understand how to use File Jumping (pointing) Understand the File Multiples Understand concepts of Export data using Text File Know where to find additional References: FILEMAN Website and REFERENECE SLIDES Qualifiers, Functions and Operators(48 &49) Understand Importance of Data Validation and Privacy/Security I am here to learn, why are you here? Purpose is to learn reports, requires full attention because it builds on the basics. 1 -3 Using Fileman to produce reports (not enter edit) is not exact science although functions and require exact syntax, choice of file, functions and templates is an art, use file attributes from FILEMAN Data Dictionary Utilities 4 -5 exposure to intermediate concepts 6 export 7 additional resources for using fileman reports 8 responsible in the environment of privacy and security My experience and Value of evaluation Format is explain first using powerpoint then reinforce with handson I am here to learn, why are you here? Purpose is to learn reports, requires full attention because it builds on the basics. 1 -3 Using Fileman to produce reports (not enter edit) is not exact science although functions and require exact syntax, choice of file, functions and templates is an art, use file attributes from FILEMAN Data Dictionary Utilities 4 -5 exposure to intermediate concepts 6 export 7 additional resources for using fileman reports 8 responsible in the environment of privacy and security My experience and Value of evaluation Format is explain first using powerpoint then reinforce with handson

3. 3 TERMINOLOGY Most Important SYNTAX exact sequence of characters and words for a function to work, may be case sensitive Primary Source of Frustration Either learning occurs or you quit, your choiceEither learning occurs or you quit, your choice

4. 4 TERMINOLOGY Database Related DATABASE collection of files used to store data FILE collection of records RECORDS are unique entries in File FIELDS data type place holders to store information in records IEN NUMBER is the unique number assigned to record by software, contained in the .001 field

5. 5 TERMINOLOGY- ADVANCED MULTIPLE is a sub file or a file within a file can contain zero or multiple entries JUMPING(POINTING) access a field in a related file. QUALIFIERS and FUNCTIONS are MUMPS expressions used to enhance sort or output

6. 6 BASIC REPORT FUNCTIONS REVIEW Inquire to File Entries Print File Entries Search File Entries ??? For help Work horse of fileman reports- basic. 'Inquire to File Entries' View select fields of one or more known records, must use ] to force print out put template or view greater than 5 records. This option is used to display all the data for a group of specified entries in a file. This is useful for a quick look at a small number of entries. 'Print File Entries' This option is used to print a report from a file, where a number of entries are to be listed in a columnar format. Each column can be individually controlled for format, tabulation, justification, etc. Can save as print sort template. 'Search File Entries' This option is used to print a report in which entries are to be selected according select set of criteria with logical operators =, < or contains. After the search criteria is met, a standard report will be generated or can be saved in search template. Work horse of fileman reports- basic. 'Inquire to File Entries' View select fields of one or more known records, must use ] to force print out put template or view greater than 5 records. This option is used to display all the data for a group of specified entries in a file. This is useful for a quick look at a small number of entries. 'Print File Entries' This option is used to print a report from a file, where a number of entries are to be listed in a columnar format. Each column can be individually controlled for format, tabulation, justification, etc. Can save as print sort template. 'Search File Entries' This option is used to print a report in which entries are to be selected according select set of criteria with logical operators =, < or contains. After the search criteria is met, a standard report will be generated or can be saved in search template.

7. 7 Data Dictionary Utility �Display Structure� File Number or Label Field Number or Label Data Type Index and Pointers Suggest Brief format. LIST FILE ATTRIBUTES This option is used to print or view data dictionary description of data base structures for a given file, numbers, labels data type. This option is used to print or view data dictionary description of data base structures for a given file, numbers, labels data type.

8. 8 TEMPLATE COMPARISON Search = saved Search Results or Search Logic Print Sort = saved Sort Logic TIP: Sort by:[ �TEXT� = Contains TEXT Print Output = saved Print or Display Format Force template creation with ] Search is static Sort is dynamic Print Can print literal text inside �� Force template creation with ] Search is static Sort is dynamic Print Can print literal text inside ��

9. 9 Fileman Template Matrix The main point is to summarize the relationship between the fileman function used to create and access different types of templates. Across the top of matrix slide in red is the type of templates. SEARCH and INQUIRE are similar but different. The second row in green is the fileman function used to create template. And the third row in blue is the function used to access template or template results. Note that print file entries can be used to access results from all templates. Print SORT and OUTPUT templates are different, print OUTPUT can be created and accessed from any FIRST PRINT FIELD Prompt. Fileman Template Matrix The main point is to summarize the relationship between the fileman function used to create and access different types of templates. Across the top of matrix slide in red is the type of templates. SEARCH and INQUIRE are similar but different. The second row in green is the fileman function used to create template. And the third row in blue is the function used to access template or template results. Note that print file entries can be used to access results from all templates. Print SORT and OUTPUT templates are different, print OUTPUT can be created and accessed from any FIRST PRINT FIELD Prompt.

10. 10 INTERMEDIATE ADVANCED CONCEPT JUMP FILES Jump or Point with : Access a field in related file (example patient demographics from prescription file) Syntax: Prescription (first print field): PATIENT:AGE OR FIRST PRINT FIELD: PATIENT: THEN PRINT PATIENT FIELD: AGE A word about jumping: demonstrate report or print output jump. Jump or point can also be used for search or print output. Use standard data dictionary for field relationships with other files. Requires access to file. A word about jumping: demonstrate report or print output jump. Jump or point can also be used for search or print output. Use standard data dictionary for field relationships with other files. Requires access to file.

11. 11 JUMP FILES PRINT OUTPUT EXAMPLE OUTPUT FROM WHAT FILE: PRESCRIPTION// FIRST PRINT FIELD: [H210.DEMOGRAPH FIRST PRINT FIELD: PATIENT:// THEN PRINT PATIENT FIELD: $P(NAME,",",1)_"@"_$P(NAME,",",2) THEN PRINT PATIENT FIELD: "@" THEN PRINT PATIENT FIELD: STREET ADDRESS [LINE 1];L25;X THEN PRINT PATIENT FIELD: "@" Syntax important- use fieldname: Must have read access to files when jumping! Print Qualifiers Use of $P(iece) and _ �concatenate� Use of ;L25 case sensitive Limit to 25 characters ;X �skip spaces Use of �@� print or display literal text Will not cover all during hands on - templates can be accessed for reference using class # of 210Syntax important- use fieldname: Must have read access to files when jumping! Print Qualifiers Use of $P(iece) and _ �concatenate� Use of ;L25 case sensitive Limit to 25 characters ;X �skip spaces Use of �@� print or display literal text Will not cover all during hands on - templates can be accessed for reference using class # of 210

12. 12 JUMP FILES PRINT OUTPUT EXAMPLE (continued) THEN PRINT PATIENT FIELD: STREET ADDRESS [LINE 2];L10;X THEN PRINT PATIENT FIELD: "@" THEN PRINT PATIENT FIELD: CITY;L15;X THEN PRINT PATIENT FIELD: "@" THEN PRINT PATIENT FIELD:STATE:ABBREV;X THEN PRINT PATIENT FIELD: "@" THEN PRINT PATIENT FIELD: ZIP+4;L9;X THEN PRINT PATIENT FIELD: "@"

13. 13 JUMP FILES PRINT OUTPUT EXAMPLE OUTPUT 1. 2. 3. 4. 5. 6. THREE@PATIENT@1312 ASHTON PLACE@@ROWLING@WV@99998-007@ 1. $P(NAME,",",1)_"@"_$P(NAME,",",2) 2. STREET ADDRESS [LINE 1];L25;X 3. STREET ADDRESS [LINE 2];L10;X 4. CITYL15;X 5. STATE:ABBREV;X 6. ZIP+4;L9;X @@@ indicates blank fields@@@ indicates blank fields

14. 14 INTERMEDIATE ADVANCED CONCEPT MULTIPLES FIELDS Multiples Fields: Sub file within a file Designation: (multiple) and �indent� Can be blank or contain one or more entries Subfield has all characteristics of a file, folder within a folder

15. 15 MULTIPLE Example (Standard) Inquire to File EntriesOUTPUT FROM WHAT FILE: PATIENT// Select PATIENT NAME:SEVENTYTWO,PATIENT STANDARD CAPTIONED OUTPUT? Yes// n (No)FIRST PRINT FIELD: APPOINTMENT (multiple) FIRST PRINT APPOINTMENT SUB-FIELD: .001 APPOINTMENT DATE/TIME THEN PRINT APPOINTMENT SUB-FIELD: .01 CLINICTHEN PRINT FIELD:  Demo printing within a multipleDemo printing within a multiple

16. 16 MULTIPLE Standard Output FIRST PRINT FIELD: APPOINTMENT (multiple) DATE/TIME CLINIC ------------------------------------------------------------- MAY 21,2000 10:00 GENERAL MEDICINE MAY 22,2000 10:00 GENERAL MEDICINE MAY 23,2000 10:00 GENERAL MEDICINE MAY 24,2000 10:00 GENERAL MEDICINE

17. 17 MULTIPLE Example (INSIDE) TEMPLATE H210.INSIDE FIRST PRINT FIELD: APPOINTMENT// (multiple) FIRST PRINT APPOINTMENT SUB-FIELD: NAME;L15// By 'name', do you mean PATIENT 'NAME'? Yes// THEN PRINT APPOINTMENT SUB-FIELD: APPOINTMENT DATE/TIME;C20 THEN PRINT APPOINTMENT SUB-FIELD: CLINIC;C45// THEN PRINT APPOINTMENT SUB-FIELD: THEN PRINT FIELD: Inquire to File EntriesOUTPUT FROM WHAT FILE: PATIENT// Select PATIENT NAME:SEVENTYTWO,PATIENT Inquire to File EntriesOUTPUT FROM WHAT FILE: PATIENT// Select PATIENT NAME:SEVENTYTWO,PATIENT

18. 18 MUTIPLE Example (INSIDE) Output THEN PRINT APPOINTMENT SUB-FIELD: APPOINTMENT DATE/TIME;C20 NAME DATE/TIME CLINIC ----------------------------------------------------------------------------- SEVENTYTWO,PATI MAY 21,2000 10:00 GENERAL MEDICINE SEVENTYTWO,PATI MAY 22,2000 10:00 GENERAL MEDICINE OUTSIDE OUTPUT: DATE/TIME CLINIC ------------------------------------------------------------- MAY 21,2000 10:00 GENERAL MEDICINE Outside did not contain patient nameOutside did not contain patient name

19. 19 SORT and PRINT Qualifiers Suffix and Prefix Syntax �USE CAPS Example ;Ln limit to n characters Harmony SORT-PRINT +field then !field subtotal count Reference Slides Reference slides at end of presentationReference slides at end of presentation

20. 20 EXAMPLES of FUNTION SORT Sort by COUNT of patient APPOINTMENTS Multiple OUTPUT FROM WHAT FILE: PATIENT// SORT BY: NAME// +APPOINTMENT APPOINTMENT SUB-FIELD: +CLINIC START WITH CLINIC: FIRST// WITHIN CLINIC, SORT BY: FIRST PRINT FIELD: !NAME Sample output CLINIC: 19 LINDA'S FUNNY CLINIC SUBCOUNT 14 CLINIC: 20 MINUTE SUBCOUNT 2 CLINIC: 45 PATTERN Harmony SORT-PRINT +field then !field subtotal countHarmony SORT-PRINT +field then !field subtotal count

21. 21 SORT and PRINT Functions Function File Local entries may be file dependent Example NUMDATE(DATE field) = date MM/DD/YY format Standard Syntax FUNCTION (Field Name) Use is dependent on data type (date, text, number) REFERENCE SLIDES 48 AND 49 AT THE ENDUse is dependent on data type (date, text, number) REFERENCE SLIDES 48 AND 49 AT THE END

22. 22 ADVANCED CONCEPT DATA EXPORT DATA VS. INFORMATION Information has meaning EXCEL formatting and analyzing data ACCESS capacity or advanced analysis RELATED Session 216H Extracting and Exporting Pharmacy Data (Absolute Power) - Extended Session on Thursday 8/23/07 at 9:10am VA is data rich and information poor. EXCEL tools in excel to perform analysis: Graphs, sorting by columns with subtotals, filter unique records and subtotals. ACCESS Handles greater than 65,000 rows or records. More than 1 table can be joined by unique ID in access queryVA is data rich and information poor. EXCEL tools in excel to perform analysis: Graphs, sorting by columns with subtotals, filter unique records and subtotals. ACCESS Handles greater than 65,000 rows or records. More than 1 table can be joined by unique ID in access query

23. 23 STEPS TO MS APPLICATION Select Output Source File and Find Records (SEARCH or PRINT SORT) Select Output Details in Fields, use Template (PRINT OUTPUT) to Format Save Output to ASCII Text File �PACK� Import to Chosen MS-Application with Import Wizard �UNPACK� Parse and Label Data and Save as MS-File Recommend 5 key steps. Recommend 5 key steps.

24. 24 FORMATTING-SMUSH Introduce a technical term ;x will skip spaces to conserve room. Doesn�t make printout easy to read for naked eye.Introduce a technical term ;x will skip spaces to conserve room. Doesn�t make printout easy to read for naked eye.

25. 25 FORMATTING-DELIMITER Signals New Column Carriage Return Signals New Row Syntax THEN PRINT FIELD: �any character or text string� Delimiter is used to signal start of new column or Cell Line Feed or carriage return signals the start of new row Suggest @ works well for pharmacy text. ! or & or $ may work, avoid the , unless you are sure of file content.Delimiter is used to signal start of new column or Cell Line Feed or carriage return signals the start of new row Suggest @ works well for pharmacy text. ! or & or $ may work, avoid the , unless you are sure of file content.

26. 26 SMUSHING AND DELIMITING example OUTPUT FROM WHAT FILE: PATIENT// THEN PRINT FIELD: $E(SSN,6,9);X THEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE($P(NAME,",",1));X THEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE($P(NAME,",",2));X THEN PRINT FIELD: "@" FIRST PRINT FIELD: LOWERCASE(STREET ADDRESS [LINE 1]);X THEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE(STREET ADDRESS [LINE 2]);X THEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE(CITY);X// THEN PRINT FIELD: "@" THEN PRINT FIELD: LOWERCASE(STATE);X// THEN PRINT FIELD: "@" THEN PRINT FIELD: ZIP+4;X// THEN PRINT FIELD: "@" Example of of using print qualifiers reference slides;X Print Format Functions Lowercase $E See VA filemanager functions. NUMDATEExample of of using print qualifiers reference slides;X Print Format Functions Lowercase $E See VA filemanager functions. NUMDATE

27. 27 SMUSHING AND DELIMITING example Sample Output 1. 2. 3. 0003@Three@Patient@1312 Ashton Place@@Rowling@West Virginia@99998-0071 1. $E(SSN,6,9);X 2. LOWERCASE($P(NAME,",",1));X 3. LOWERCASE(STREET ADDRESS [LINE 1]);X Select functions explained-not everythingSelect functions explained-not everything

28. 28 CAPTURE TEXT FILE �PACKING� 1. At VistA DEVICE Prompt, 0;132;99999 SYNTAX 0= display on screen; 132= column width; 99999= page length before page break 2. WAIT! 3. Turn On Capture KEA- Tools/Capture Incoming Data 4. Enter File Name, Location, And Click Save 5. Press ENTER 6. When Scrolling Stops, End Capture KEA-Tools/End Capture Demonstration if time allows.Demonstration if time allows.

29. 29 IMPORT TEXT FILE �UNPACKING� 1. Open MS Application Excel 2. Click On File/Open 3. Choose TEXT File You Captured REMEMBER THE LOCATION 4. Use The Import Wizard 5. Parse and Label Data-Save as Excel File Now let�s find that luggage and unpack! Open the Microsoft application you wish to use. We will start with Microsoft Excel. When Excel is up and running, open the file you have just exported. Click the Open command on the File menu or on the toolbar and navigate to the folder in which you stored the exported file. This is why you have to remember the full path of the exported file. In order to open the file in Excel, you must be able to navigate to it. When you open the file, the Excel will launch the Import Wizard. Excel recognizes that this file is not a standard spreadsheet and launches the Import Wizard to guide you through converting the ASCII text file to an Excel or xls file. Now let�s find that luggage and unpack! Open the Microsoft application you wish to use. We will start with Microsoft Excel. When Excel is up and running, open the file you have just exported. Click the Open command on the File menu or on the toolbar and navigate to the folder in which you stored the exported file. This is why you have to remember the full path of the exported file. In order to open the file in Excel, you must be able to navigate to it. When you open the file, the Excel will launch the Import Wizard. Excel recognizes that this file is not a standard spreadsheet and launches the Import Wizard to guide you through converting the ASCII text file to an Excel or xls file.

30. 30 SESSION MENU VA FileMan Version 22.0 Enter or Edit File Entries Print File Entries Search File Entries Modify File Attributes Inquire to File Entries Utility Functions ... Template Edit Data Dictionary Utilities ... List File Attributes Transfer Entries Other Options ... Your station fileman menu may be different. This is full standard menu use with detention hall open LAB in PM. It is always a good idea to check with your local computer department before launching searches on files with a large number of records. Request access in mirror test account for practice.Your station fileman menu may be different. This is full standard menu use with detention hall open LAB in PM. It is always a good idea to check with your local computer department before launching searches on files with a large number of records. Request access in mirror test account for practice.

31. 31 LOG IN FOR HANDS ON ACCESS: 00VEHU VERIFY:VEHU00 I minimized typing by using templates for examples, walk through output once and then �edit� template to view.I minimized typing by using templates for examples, walk through output once and then �edit� template to view.

32. 32 #1 HANDS ON Jumping (Pointing) PRINT SORT OUTPUT PRINT File Entries OUTPUT FROM WHAT FILE: PRESCRIPTION OR 52 SORT BY: RX #// DRUG["DIAZEPAM" WITHIN DRUG["DIAZEPAM", SORT BY: FIRST PRINT FIELD: PATIENT: THEN PRINT PATIENT FIELD: AGE 1 AGE �.. 5 AGENT ORANGE EXPOSURE LOCATION CHOOSE 1-5: 1 AGE THEN PRINT PATIENT FIELD: THEN PRINT FIELD: RX # THEN PRINT FIELD: DRUG 1 DRUG ��.. 4 DRUG EXPIRATION DATE CHOOSE 1-4: 1 DRUG THEN PRINT FIELD: Heading (S/C): PRESCRIPTION LIST// STORE PRINT LOGIC IN TEMPLATE: START AT PAGE: 1// DEVICE: TELNET PORT Right Margin: 80// ^ Sort by index field is fast, in real practice sort by issue date on prescription. Search is slow (searches all entries), unless sorted by indexed field. ...EXCUSE ME, HOLD ON... PRESCRIPTION LIST JUL 25,2007 11:48 PAGE 1 AGE RX # DRUG -------------------------------------------------------------------------------- 37 300275 DIAZEPAM 5MG TAB 72 100001436 DIAZEPAM 10MG S.T. 72 300301 DIAZEPAM 10MG S.T. 72 300303 DIAZEPAM 10MG S.T. 37 300304 DIAZEPAM 10MSort by index field is fast, in real practice sort by issue date on prescription. Search is slow (searches all entries), unless sorted by indexed field. ...EXCUSE ME, HOLD ON... PRESCRIPTION LIST JUL 25,2007 11:48 PAGE 1 AGE RX # DRUG -------------------------------------------------------------------------------- 37 300275 DIAZEPAM 5MG TAB 72 100001436 DIAZEPAM 10MG S.T. 72 300301 DIAZEPAM 10MG S.T. 72 300303 DIAZEPAM 10MG S.T. 37 300304 DIAZEPAM 10M

33. 33 #2 HANDS ON search order file INPATIENT PACKAGE SEARCH File Entries OUTPUT FROM WHAT FILE: ORDER// -A- SEARCH FOR ORDER FIELD: PACKAGE -A- CONDITION: CONTAINS -A- CONTAINS: MEDICATIONS -B- SEARCH FOR ORDER FIELD: WHEN ENTERED -B- CONDITION: GREATER THAN -B- GREATER THAN DATE: 6/8/2007@1600 (JUN 08, 2007@16:00) -C- SEARCH FOR ORDER FIELD: IF: AB PACKAGE CONTAINS (case-insensitive) "MEDICATIONS" and WHEN ENTERED GREATER THAN JUN 8,2007@16:00 (6/8/2007@1600) OR: STORE RESULTS OF SEARCH IN TEMPLATE: 00.IPMEDS6/8/2007 Are you adding '00.IPMEDS6/8/2007' as a new SORT TEMPLATE? No// Y (Yes) DESCRIPTION: No existing text Edit? NO// SORT BY: NUMBER// START WITH NUMBER: FIRST// FIRST PRINT FIELD: Heading (S/C): ORDER SEARCH// DEVICE: TELNET PORT Right Margin: 80// ORDER SEARCH JUL 25,2007 14:10 PAGE 1 -------------------------------------------------------------------------------- 182 MATCHES FOUND.. Use caution with search on files containing huge number of entries, sort on indexed file, like date or IEN number to speed search and not impact performance.Use caution with search on files containing huge number of entries, sort on indexed file, like date or IEN number to speed search and not impact performance.

34. 34 #3 HANDS ON search results in order file orderable item contains codeine PRINT File Entries OUTPUT FROM WHAT FILE: ORDER// SORT BY: NUMBER// [00.IPMEDS 6/8/2007 WITHIN �00.IPMEDS6/8/2007' NUMBER, SORT BY: ORDERABLE ORDERABLE ITEMS SUB-FIELD: ORDER["CODEINE� By 'ORDER', do you mean ORDERABLE ITEMS 'ORDERABLE ITEM'? Yes STORE IN 'SORT' TEMPLATE: FIRST PRINT FIELD: [H210.ORDERABLE BACK UP SEARCH H210IPMEDS6/8/2007 Last page ORDER LIST JUL 29,2007 16:22 PAGE 10 ORDER # ORDERABLE ITEM WHEN WHO OBJEC -------------------------------------------------------------------------------- 22644 ACETAMINOPHEN/CODEINE TAB JUN 8,2007 18:49 PHARMACIST,ONETHIRTYSEVEN,PATIENTBACK UP SEARCH H210IPMEDS6/8/2007 Last page ORDER LIST JUL 29,2007 16:22 PAGE 10 ORDER # ORDERABLE ITEM WHEN WHO OBJEC -------------------------------------------------------------------------------- 22644 ACETAMINOPHEN/CODEINE TAB JUN 8,2007 18:49 PHARMACIST,ONETHIRTYSEVEN,PATIENT

35. 35 #4 HANDS ON PRINT OUT TEMPLATE EDIT PRINT File Entries OUTPUT FROM WHAT FILE: ORDER SORT BY: NUMBER// [ 00.IPMEDS 6/8/2007 WITHIN 'TF.IPMEDS' NUMBER, SORT BY: FIRST PRINT FIELD: [ H210.ORDER WANT TO EDIT 'H210.ORDERABLE' TEMPLATE? No// Y NAME: H210.ORDERABLE// READ ACCESS: WRITE ACCESS: FIRST PRINT FIELD: ORDER #// THEN PRINT FIELD: ORDERABLE ITEMS// (multiple) THEN PRINT ORDERABLE ITEMS SUB-FIELD: ORDERABLE ITEM// THEN PRINT ORDERABLE ITEMS SUB-FIELD: WHEN;d;L18// By 'WHEN', do you mean ORDER 'WHEN ENTERED'? Y THEN PRINT ORDERABLE ITEMS SUB-FIELD: WHO// By 'WHO', do you mean ORDER 'WHO ENTERED'? Y THEN PRINT ORDERABLE ITEMS SUB-FIELD: OBJEC// By 'OBJEC', do you mean ORDER 'OBJECT OF ORDER'? Y THEN PRINT ORDERABLE ITEMS SUB-FIELD: // Y THEN PRINT ORDERABLE ITEMS SUB-FIELD: Kernel part 3 is active so READ and WRITE access are not linked to new person entry Use of space bar enter key in sequenceKernel part 3 is active so READ and WRITE access are not linked to new person entry Use of space bar enter key in sequence

36. 36 # 5 HANDS ON multiple PRINT OUTPUT TEMPLATE PRINT File Entries OUTPUT FROM WHAT FILE: 52 OR PRESCRIPTION (2644 entries) SORT BY: RX #// START WITH RX #: FIRST// FIRST PRINT FIELD: [H210.REFILLINSIDE WANT TO EDIT 'H210.REFILLINSIDE' TEMPLATE? No// (No) Heading (S/C): PRESCRIPTION LIST// DEVICE: TELNET PORT Right Margin: 80// ENTER UNTIL PAGE 5 RX #: 300077 RX #: 300078 RX #: 300079 RX #: 300082 RX #: 300173 RX #: 300211 RX #: 300212 RX #: 300226 RX #: 300227 RX #: 300228 RX #: 300248 RX #: 300249 300249@05/31/95@666427065@05/31/95@13.9@ 300249@05/31/95@666427065@05/31/95@13.9@ 300249@05/31/95@666427065@05/31/95@13.9@ 300249@05/31/95@666427065@05/31/95@13.9@ RX #: 300250 ^

37. 37 # 6 HANDS ON multiple PRINT OUTPUT TEMPLATE Print File Entries��..OUTPUT FROM WHAT FILE: PRESCRIPTION/ SORT BY: RX #// START WITH RX #: FIRST// FIRST PRINT FIELD: [ H210.REFILLINSIDE WANT TO EDIT 'H210.REFILLINSIDE' TEMPLATE? No// Y (Yes) NAME: H210.REFILLINSIDE// FIRST PRINT FIELD: REFILL// (multiple) FIRST PRINT REFILL SUB-FIELD: rx;X// By 'rx', do you mean PRESCRIPTION 'RX #'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: NUMDATE(issue);X// By 'issue', do you mean PRESCRIPTION 'ISSUE DATE'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: patient:ssn;X// By 'patient', do you mean PRESCRIPTION 'PATIENT'? Yes// (Yes) By 'ssn', do you mean PATIENT 'SOCIAL SECURITY NUMBER'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: NUMDATE(REFILL DATE);X THEN PRINT REFILL SUB-FIELD: "@";X// THEN PRINT REFILL SUB-FIELD: (curren*qty);X// By 'curren', do you mean REFILL 'CURRENT UNIT PRICE OF DRUG'? Yes// (Yes) By 'qty', do you mean REFILL 'QTY'? Yes// (Yes) THEN PRINT REFILL SUB-FIELD: "@";X// Heading (S/C): PRESCRIPTION LIST// STORE PRINT LOGIC IN TEMPLATE: 00.REFILL INSIDE Are you adding '00.REFILL INSIDE' as a new PRINT TEMPLATE? No// Y Save as 00.refill inside for use as TEMPLATE EDIT GO TO PAGE 7 FOR DIFFERENT REFILL DATESSave as 00.refill inside for use as TEMPLATE EDIT GO TO PAGE 7 FOR DIFFERENT REFILL DATES

38. 38 #7 HANDS ON TEMPLATE EDIT with PRINT OUTPUT Utility Functions Option: Template Edit MODIFY WHAT FILE: PRESCRIPTION// Select TEMPLATE File: print TEMPLATE Select PRINT TEMPLATE: 00.REFILLINSIDE Y for screen mode FOLLOWING INSTRUCTIONS IN SCREEN MODE TO DELET ROW AND SAVE Use TAB key TO GET TO SCREEN EDITOR modeUse TAB key TO GET TO SCREEN EDITOR mode

39. 39 # 8 HANDS ON Search with MATCH number 1 place SEARCH File Entries OUTPUT FROM WHAT FILE: DRUG// 50 OR DRUG (3587 entries) -A- SEARCH FOR DRUG FIELD: DEA, SPECIAL HDLG -A- CONDITION: MATCHES -A- MATCHES: 1.N -B- SEARCH FOR DRUG FIELD: IF: A// DEA, SPECIAL HDLG MATCHES 1.N STORE RESULTS OF SEARCH IN TEMPLATE: SORT BY: GENERIC NAME// START WITH GENERIC NAME: FIRST// FIRST PRINT FIELD: .01 THEN PRINT FIELD: DEA, SPECIAL HDLG THEN PRINT FIELD: DRUG SEARCH JUL 25,2007 15:30 PAGE 2 DEA, SPECIAL GENERIC NAME HDLG -------------------------------------------------------------------------------- ACETAMINOPHEN 160MG/5ML LIQUID 9 ACETAMINOPHEN 325MG TAB 9 ACETAMINOPHEN 500MG TAB 9 ACETAMINOPHEN SOLN 650MGDRUG SEARCH JUL 25,2007 15:30 PAGE 2 DEA, SPECIAL GENERIC NAME HDLG -------------------------------------------------------------------------------- ACETAMINOPHEN 160MG/5ML LIQUID 9 ACETAMINOPHEN 325MG TAB 9 ACETAMINOPHEN 500MG TAB 9 ACETAMINOPHEN SOLN 650MG

40. 40 HANDS ON DEMO EXCEL import Jumping (Pointing) using Prescriptions Patient Demographics OUTPUT FROM WHAT FILE: PRESCRIPTION SORT BY: RX #// [H210METOPROLOL TARTRATE WANT TO EDIT '210METOPROLOL TARTRATE' TEMPLATE? NO FIRST PRINT FIELD: [H210.RECALLIMPORT WANT TO EDIT �H210.RECALLIMPORT�? N Heading (S/C): PRESCRIPTION LIST// START AT PAGE: 1// DEVICE: TELNET PORT Right Margin SLIDE 28 AND 29 PACK 1. At VistA DEVICE Prompt, 0;132;99999 SYNTAX 0= display on screen; 132= column width; 99999= page length before page break 2. WAIT! 3. Turn On Capture KEA- Tools/Capture Incoming Data 4. Enter File Name, Location, And Click Save 5. Press ENTER 6. When Scrolling Stops, End Capture KEA-Tools/End Capture UNPACK 1. Open MS Application Excel 2. Click On File/Open 3. Choose TEXT File You Captured REMEMBER THE LOCATION 4. Use The Import Wizard 5. Parse and Label Data-Save as Excel File SLIDE 28 AND 29 PACK 1. At VistA DEVICE Prompt, 0;132;99999 SYNTAX 0= display on screen; 132= column width; 99999= page length before page break 2. WAIT! 3. Turn On Capture KEA- Tools/Capture Incoming Data 4. Enter File Name, Location, And Click Save 5. Press ENTER 6. When Scrolling Stops, End Capture KEA-Tools/End Capture UNPACK 1. Open MS Application Excel 2. Click On File/Open 3. Choose TEXT File You Captured REMEMBER THE LOCATION 4. Use The Import Wizard 5. Parse and Label Data-Save as Excel File

41. 41 HANDS ON Optional Print and Sort Functions DRUG FILE FIRST PRINT FIELD: [H210.NARC $S(DEA["2":"NARC",1:"NOT NARC") Function file

42. 42 STEPS TO IMPORT MS-ACCESS (Optional) Open MS-Access Start New Database (File/New) Select Location and Name File File/Get External Data Import (Select Location of text file) Use Import Wizard (Must format and name fields) Recommended method to import text file in ms accessRecommended method to import text file in ms access

43. 43 E-TRIP NATIONAL RESORUCES Fileman Homepage: http://www.va.gov/vdl/application.asp?appid=5 Additional resources Fileman vista type documentation includes reporting, utilities and file enter edit.Additional resources Fileman vista type documentation includes reporting, utilities and file enter edit.

44. 44 PRIVACY REVIEW For Protected Health Information (PHI) Distribution: Need to Know- VISTA Email or Outlook with PKI Secure � Encryption or Server Role of Local VISN Information Security Officer National Website: https://vaww.ocis.va.gov/portal/server.pt

45. 45 DATA VALIDATION Does Your Output Make Sense? Random Sample Time Or Single Events (Snowbirds) Intuition Consult An ADPAC Or Expert Other DATA SOURCES, CPRS QUERY TOOLS, VISTA REPORTS, Clinical Reminders Compare with menu option, at least do a random sample. SCI appointments in paper book, search for appointments lower than other services.Compare with menu option, at least do a random sample. SCI appointments in paper book, search for appointments lower than other services.

46. 46 1-800-HELP ME Phone: Tom Fagan (804)675-5298 EMAIL: THOMAS.FAGAN@VA.GOV

47. 47 QUESTIONS

48. 48 Reference 1- Select Print, Sort Qualifiers and Operators

49. 49 Reference 2 � Select Fileman Functions